Academic Administrator – Secondary School (70 - 100%)

Role Purpose

To provide wide-ranging and high-quality administrative support to the Academic Leadership Team (ALT), ensuring the effective operation of systems and processes across Lower Secondary, Upper Secondary, and Whole-School academic functions. This role is essential to maintaining accurate data, streamlining communication, and enabling the delivery of a well-organised and student-focused academic programme. The employee reports to the Director of Academics, who reports to the Director General.

Key Responsibilities

Attendance Monitoring and Follow-Up

• Ensure all teachers complete registers accurately and on time.

• Update and track absences in the school system; follow up on unexplained absences.

• Escalate concerns to relevant academic or pastoral staff.

Parent Communication

• Draft and send personalised messages for:

  • Subject choices

  • Exam updates and scheduling

  • Other academic notifications as required

Academic Data Entry and Support

• Input assessment and performance data of students for tracking and reporting.

• Support the preparation of academic documents for meetings and reports.

• Input data on SOCS.

• Input relevant and up-to-date information on the school portal.

Exam Administration

• Assist with the organisation of internal and external exam schedules (IGCSE, IB, IELTS, LAMDA, etc.):

  • Manage student registrations and coordinate with exam boards and centres.

  • Seating plans

  • Candidate lists

  • Invigilation Rota

Academic Transcripts

• Produce accurate transcripts and certificates for students.

• Maintain up-to-date academic records.

Timetable development

• Work with the Director of Academics on the development of the timetable, including, but not limited to:

  • Production and Maintenance of timetable spreadsheets

  • Inputting of data into UNTIS

  • Running of the timetable software and correction of clashes

  • Liaising with Heads of Faculty and Admissions to ensure that data is correct.

  • Liaising with Human Resources to ensure that the allocated periods for staff correspond to their contractual obligations.

  • Working with the IT department on the transfer of the timetable from UNTIS to ISAMs

• Work with the Director of Academics for timetable clashes and requests for changes (including the change of classrooms)

Cover Supervisor

• Responsible for the allocation of daily cover in staff absence

• Development of the cover rota, in collaboration with the Director of Academics

• Maintaining a record of staff absence to be shared with the Director of Academics and HR.

Private Lesson and iSAMS Management

• Process requests for private lessons, including liaising with Heads of Faculty and adding to the private lesson systems

• Monitor and record private lessons in iSAMS/ SOCS.

• Track and resolve iSAMS timetable clashes and duty allocations.

• Set up iSAMS "Library Sets" and other groupings as required.

Academic Events

• Support the organisation of key academic events such as:

  • Parent-Teacher Meetings

  • Prize Giving Ceremonies

  • Academic field trips and other school events

  • University & Careers Fairs

Calendar Overview & Start/End of Term Schedules

• Review and maintain the Academic and Co-Curricular Calendar, ensuring all key dates are accurate and up to date.

• Help compile and distribute start-of-term programmes and end-of-term academic schedules.

• Ensure clear communication with staff and students.

• Liaise with Novae and the Deputy Head Pastoral for the opening and closing dates of the restaurant

Person specification

Essential

• Excellent organisational and time management skills.

• High attention to detail and accuracy.

• Strong English communication skills, written and verbal.

• Confidence using digital tools and platforms (especially iSAMS or similar school systems).

• Ability to maintain confidentiality and manage sensitive information.
  
  

Desirable

• Familiarity with IB, IGCSE, or international education systems.

• Experience in academic or administrative support, ideally in a school environment.
  
  

Key Competencies

• Proactive, reliable, and solution-oriented

• Strong multitasking and prioritisation skills

• Ability to work collaboratively with a range of stakeholders

• Calm under pressure with a professional and approachable attitude

• Strong sense of ownership and follow-through

Start Date

The role takes effect from 01 July 2025

Hours of Work

This is a part-time role (70%), with the possibility of becoming full-time (100%, corresponding to the standard 42.5-hour workweek).

Holidays

This role offers four weeks of annual vacation per year, increasing to five weeks for those aged 50 and above. In addition, two extra weeks are provided in lieu of public holidays in the Canton of Valais. Holidays must be taken during school holidays, as outlined in the school calendar.